Eden Medical Group

Port Road

Carlisle

Cumbria

CA2 7AJ

Tel: 01228 524477

Job Title: Office Junior

Reports to: Office Supervisor, Assistant Practice Manager & Practice Manager

Hours: 37.5 hours per week (Permanent)

Hours of duty: Monday to Thursday 8.00am to 4.30pm,

Friday 10.00am to 6.30pm

Annual Salary: £5.13 per hour (£10,030.00 per annum)

Job Summary:

Eden Medical Group is seeking to recruit an Office Junior. We are looking for a person with excellent customer care and communication skills, has good attention to detail with the ability to provide a high standard of patient care and service within a busy Medical Practice.

The post holder will be required to work flexibly in time and hours including occasional evening, weekend and bank holiday working. We are looking for individuals who will work as an integral part of the team and be responsible to provide general assistance to the Practice Team and project a positive and friendly image to patients and other visitors, either in person or via the telephone. To receive, assist and direct patients in accessing the appropriate service or healthcare professional in a courteous, efficient and effective way.

Applicants for this post do not require any previous experience in a health care setting; however they must have a professional attitude and appearance.

Educational Requirements include: at least 4 x GCSE’s grades A to C or equivalent and / or Level 3 Diploma ideally in a Business Studies / IT or Health & Social Care.

Applicants will need to demonstrate commitment to support the team of staff and patients within the organisation and ensuring the patient experience is a positive one. Have the ability to work efficiently and effectively under pressure and have good time management skills.

The post holder will be required to work closely with the Office Supervisor, Assistant Practice Manager and Practice Manager as a member of the Administration Team. He/she will assist in the monitoring of quality standards and play a key role in ensuring they apply practice policies, standards and guidance. You will have excellent written and verbal communication skills and it is essential you are computer literate.

This appointment will be subject to Criminal Record Bureau and background checks and completion of a 6 month probationary period for new starters to the organisation.

If you would like to apply for this position please complete the enclosed application form and return to Janet Sabuldihin; The Practice Manager via email; or by post by Friday 13th February 2015 by 5.00pm. Applications received after this time will not be accepted.

Interviews will be held for shortlisted applicants on Wednesday 4th March 2015.

Main Duties and Responsibilities

Subheading / Duty/ Responsibility
Administration / To develop a thorough knowledge of all Practice Procedures.
To work in accordance of written protocols.
Filing post and scanning medical records
Fax and photocopy as requested.
Sorting incoming/outgoing post.
Administration of patient records which includes receiving and returning medical records from external provider.
General administrative duties and other office duties as required.
Coding information onto patient records.
Reception and Telephones / Receiving patients consulting with members of the Practice Team.
Handling completed repeat prescriptions to patients and checking names, address and DOB.
Train to assist at Reception.
To conduct the role of telephonist and deal with all aspects of patient queries and incoming calls from other stakeholders and third parties.
Appointments / Train to process appointment requests for same day and future appointments from patients by telephone and in person.
Computer / Accessing patient medical records to book appointments and managing patient queries, entering administration notes, issuing prescriptions using the Practice database Emis Web.
Complete tasks on Emis Web to communicate to the patient at the request of the clinician.
Registrations of new patients – computer data entry and medical records.
Process patients change of address – computer data medical records (have knowledge of the Practice area and boundaries).
Scanning medical documentation onto patient medical records using Docman.
Using Intradoc to access Practice protocols, standards and working practices.
Using Microsoft outlook to receive and administer communication via email.
Other General Duties of Post Holder / To undertake any other reasonable duty commensurate to the position, that is requested by the Office Supervisor, Assistant Practice Manager and Practice Manager.
To provide cover for other administrative staff members during periods of absence.
To be familiar with and comply with the organisations policies, procedures, protocols, standards and guidelines.
To be aware of and work towards the Organisations strategic goals.
Ensure working areas are clean and tidy.
Ensure building security – have a thorough knowledge of doors/windows and alarms.
Help to achieve maximum points for QOF (Quality and Outcomes Framework).
Safeguarding Children and Vulnerable Adults / To adhere to the principles of effective and safe safeguarding of children and vulnerable adults.
Equality and Diversity & Equal Opportunities / The post holder will support the equality, diversity and rights of patients, carers and colleagues, to include;
Acting in a way that recognises the importance of people’s rights, interpreting them in a way that is consistent with Practice procedures, policies, and current legislation.
Respecting the privacy, dignity, needs and beliefs of patients, carers and colleagues.
Behaving in a manner which is welcoming to and of the individual, is non-judgemental and respects their circumstances, feelings priorities and rights.
To carry out all duties and responsibilities of the post in accordance with the organisations Equal Opportunities and Equality and Diversity Policies.
To avoid unlawful discriminatory behaviour and actions when dealing with colleagues, service users, members of the public and all other stakeholders.
Confidentiality and Information Governance / In the course of seeking treatment, patients entrust us with, or allow us to gather, sensitive information in relation to their health and other matters. They do so in confidence and have the right to expect that staff will respect their privacy and act appropriately.
In the performance of duties outlined in this job description, the post holder may have access to confidential information relating to patients and their Carers, Practice staff and other healthcare workers. They may also have access to information relating to the Practice as a business organisation. All such information from any source is to be regarded as strictly confidential.
Information relating to patients, carers, colleagues, other healthcare workers or the business of the Practice may only be divulged to authorised persons in accordance with the Practice policies and procedures relating to confidentiality and the protection of personal and sensitive data.
To access only information, whether paper, electronic or in other media which is authorised to you as part of your duties as detailed in the relevant confidentiality and information governance organisational policies.
Not to communicate to anyone outside or inside the organisation, information relating to patients, service users, staff, contractors or information of a commercially sensitive nature, unless done in the normal course of carrying out duties of the post and with the appropriate permission.
To ensure compliance with the Data Protection Act 1998.
Health and Safety at Work / The post holder will assist in promoting and maintaining their own and others health, safety and security as defined in the Practice Health and Safety Policy, to include:
Using personal security systems within the workplace according to Practice guidelines.
Identifying the risks involved in work activities and undertaking such activities in a way that manages those risks.
Making effective us e of training and update knowledge and skills.
Using appropriate infection control procedures, maintaining work areas in a tidy and safe way and free from hazards.
Reporting potential risks identified.
To regularly review health and safety risk assessments with the Assistant Practice Manager and Practice Manager.
Personal/ Professional Development / The post holder will participate in any training programme implemented by the Practice as part of this employment, such training to include:
Participation in an annual individual performance review, including taking responsibility for maintaining a record of own personal and /or professional development.
Taking responsibility for own development, learning and performance and demonstrating skills and activities to others who are undertaking similar work.
To attend practice protected learning time (PLT’s).
Quality / The post holder will strive to maintain quality within the Practice, and will:
Alert other team members to issues of quality and risk.
Assess own performance and take accountability of own actions, either directly or under supervision.
Contribute to the effectiveness of the team by reflecting on own and team activities and making suggestions on ways to improve and enhance the team’s performance.
Work effectively with individuals in other agencies to meet patient needs.
Effectively manage own time, workload and resources.
Communication / The post holder should recognise the importance of effective communication within the team and will strive to:
Communicate effectively with other team members.
Communicate effectively with patient and carers.
Recognise people’s needs for alternative methods of communication and respond accordingly.
Design and update posters and leaflets.
Contribution to the Implementation of Services / The post holder will:
Apply Practice policies, standards and guidance.
Discuss with other members of the team how policies, standards and guidelines will affect own work.

EDEN MEDICAL GROUP

Port Road

Carlisle

CA2 7AJ

Person Specification

Job Title: Office Junior

Essential / Desirable
Academic/Vocational Qualifications / 4 x GCSE Grade A to C or equivalent / GCSE Grade A-C in Maths and English
Level 3 Diploma preferably in IT / Business Studies or Health and Social Care
Experience / Experience of Microsoft Word / Experience of dealing with the public
Knowledge and Skills / Advanced numeracy skills
Excellent keyboard and computer skills
Excellent communication skills
Qualities and Attributes / An understanding, acceptance and adherence to the need for strict confidentiality
Ability to use own judgement, resourcefulness and common sense
Ability to work without direct supervision and determine own workload priorities
Ability to work as part of an integrated multi-skilled team
Pleasant and Articulate
Able to work under pressure
Able to work in a changing environment
Able to use own initiative
Articulate and Numerate
Professional attitude and appearance
Other / Flexibility of working hours / able to work at the desired times. / Car driver / clean licence